Administrative Assistant

II. ESSENTIAL DUTIES AND RESPONSIBILITIES (include the following. Other duties may be assigned.)

1.  Organize and maintain files for the Site Coordinator and/or Director of Adult Day Programs.

  1. Monitor/track and file attendance at Site Program.
  1. Monitor/track petty cash (if not assigned to other parties).
  1. Compose and type various reports, forms, memos, and correspondence, including graphs.
  1. Answers telephones and gives information to callers or routes call to appropriate official and places outgoing calls.
  1. Reads and routes incoming mail. Locates and attaches appropriate file to correspondence to be answered.
  1. Complete audits of individual records kept by the different day programs.
  1. Keep and distribute minutes of meetings as requested.
  1. Support staff on computer programs utilized by the agency.
  1. Participate in staff meetings and inservice training as required by the Site Program and/or Director of Adult Day Programs.
  1. This position requires a two week notice of resignation.

III. SUPERVISORY RESPONSIBILITIES

This position has no supervisory responsibilities.

IV. QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1.  Adaptability - Adapts to changes in the work environment; Manages competing demands; Able to deal with frequent change, delays, or unexpected events. Changes approach/method to best fit the situation.

2.  Attendance/Punctuality - Is consistently at work and on time.  Ensures work responsibilities are covered when absent.

3.  Cost Consciousness - Conserves organizational resources.

4.  Customer Service - Manages difficult or emotional situations; Responds promptly to needs; Solicits feedback to improve service; Responds to requests for assistance; Meets commitments.

5.  Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions.  Completes tasks on time or notifies appropriate person with an alternate plan.

6.  Design - Demonstrates attention to detail.

7.  Diversity - Shows respect and sensitivity for cultural differences. Promotes a harassment-free environment.

8.  Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.

9.  Flexibility - Perform work on multiple concurrent tasks with frequent interruptions.

10.  Initiative - Seeks increased responsibilities; Asks for and offers help when needed.  Prioritizes tasks to meet agency needs.

  1. Innovation - Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work.

12.  Interpersonal Skills - Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.

13.  Judgment - Exhibits sound judgment.  Includes appropriate people in decision-making process.

14.  Motivation - Measures self against standard of excellence.  Demonstrates persistence and overcomes obstacles.

15.  Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; responds well to questions.

16.  Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; supports organization's goals and values.

17.  Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Organizes schedules.

18.  Problem Solving - Identifies and resolves problems in a timely manner; Works well in team problem solving situations; Uses reason even when dealing with emotional topics.

19.  Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

20.  Quality - Demonstrates accuracy and thoroughness; Applies feedback to improve performance; Monitors own work to ensure quality.

21.  Quantity - Completes work in timely manner.

22.  Safety and Security - Observes safety and security procedures; Reports potentially unsafe conditions; Uses equipment and materials properly.

23.  Teamwork - Exhibits objectivity and openness to others' views; Gives and welcomes feedback. Contributes to building a positive team spirit; Supports everyone's efforts to succeed.

24.  Technical Skills -Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.

25.  Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Presents numerical data effectively. Able to read and interpret written information.

  EDUCATION AND/OR EXPERIENCE

An Associates Degree in secretarial science, business, or related field, or High School diploma (or GED) and one year of experience as an administrative professional.

REASONING SKILLS

To perform the job successfully, an individual must be able to demonstrate the following competencies: Sound decision making and judgment, interpersonal skills, planning/organizing, strategic thinking, time management and delegating. The ability to work independently in multiple settings.  Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write reports/correspondence and good communication and writing skills.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide using whole numbers, common fractions and decimals. Ability to compute rate, ratio, and percentage and to draw and interpret bar or line graphs.

COMPUTER SKILLS

Must be knowledgeable about Internet software, Microsoft Office components including Word, Office, Excel and PowerPoint.  Becomes knowledgeable and trained in the use of Therap for event reporting and ongoing communication.

CERTIFICATIONS, LICENSES, REGISTRATIONS

Must possess a valid NYS driver's license and an acceptable driving record.  Successful completion of all required agency training.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1.  Physically able to bend/stoop, squat, push/pull, reach above/below shoulder level.

2.  Regularly required to sit for long periods of time, walk and stand.

3.  Talk or hear both in person and by telephone.

4.  Must be able to independently lift and/or transfer, push or pull up to 25 lbs.  No lifting restrictions.

5.  Must have adequate vision, speaking and hearing ability, to be aware of, detect, and respond to needs when not in immediate vicinity.

6.  Specific vision abilities required include close vision, color vision, and ability to adjust focus.

7.  Use hands respectively to finger, handle, feel or operate office equipment.

V. EXPECTATIONS

1.  Treat everyone with respect and dignity.

2.  Maintain acceptable attendance and punctuality in accordance with The Arc Otsego's standards.

3.  Adhere to all policies and practices in place at The Arc Otsego.

VI. WORK ENVIRONMENT

The work environment characteristics described here are representative of that an employee comes across while performing the essential functions of this job.  Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions.

  1. Located in a busy, open area meeting people on a regular basis.
  2. Works with household cleaning solutions.
  3. Possible exposure to dust, fumes, odor, loud noise and toxic or caustic chemicals.
  4. Moderate noise; 85-95% of work is performed indoors, 5-15% outdoors.
  5. Works with office equipment.
  6. Wear proper Personal Protective Equipment at all times.
  7. Responsibilities occasionally may require an adjusted work schedule including overtime.